Office Specialist II Public Works

Position Overview

Perform a variety of moderately difficult to complex administrative support activities to contribute to efficient office operations in Public Works. Requires a thorough understanding of department and City programs and procedures.

No supervision/leadership exercised.

• Provide customer service for the assigned department. Greet visitors positively and respectfully, answer telephone calls, determine nature of visits/calls, and direct to appropriate personnel or relay messages as needed.
• Schedule appointments, meetings, and venues; maintain office schedules and calendars.
• Assist with requests for utility information in the City’s right‑of‑way.
• Create routine and non‑routine letters, memos, and other materials from rough drafts or verbal instructions; proofread, edit, and review documents for grammar and accuracy.
• Post/email notices for street closures and distribute public works information as required.
• Take calls regarding potential hazards or risk management issues, provide cost information, create invoices, and communicate with supervisor and risk manager to assist resolutions.
• Coordinate submit and assist with work order processing for fleet and facilities; keep and retrieve records as needed.
• Create templates, presentation materials, charts, and graphics; develop and maintain databases for tracking departmental information and generate reports.
• Compile reference materials, select appropriate data, and prepare summaries and reports; enter data into computer systems and input employee timesheet logs for monthly reports.
• Transcribe, compose, type, and edit minutes, correspondence, reports, and memos; prepare and post public meeting notices.
• Perform routine administrative tasks such as photocopying, mail, faxing, filing, and sorting documents; process and distribute incoming and outgoing mail; maintain copier and other office equipment.
• Provide notary services as needed.
• Track, order, and maintain office supplies; initiate and process work orders and purchase orders.
• Maintain files and records to ensure safety, integrity, and easy retrieval in accordance with retention guidelines.
• Maintain cooperative working relationships with City staff, other organizations, and the general public.
• Follow all safety rules and procedures for work areas.
• Accept and receive payments and coordinate department-specific processes.
• Perform additional duties as assigned.

• General knowledge of office practices and procedures, business English, word processing and spreadsheet software, clerical practices, research methods, and report composition.
• Ability to operate general office equipment.
• Good working knowledge of Microsoft Word and Excel.

• High School Diploma or General Equivalency Diploma (GED).
• Three years of general office experience.
• Or any satisfactory combination of experience and training that demonstrates the knowledge, skills and abilities to perform the duties above.
• Must have or be able to obtain a Notary certification within six months.

Knowledge of municipal government functional areas.

Normal concentration and deadlines with occasional periods of sustained deadline pressure.

Minimal: work is sedentary. Occasional walking, standing, bending, carrying light items, or driving.

Normal office environment with adequate lighting, heating, and ventilation. Typical safety precautions are observed.

Travel is generally not required.

Rarely works outside of scheduled hours.

The City of Canby is an equal opportunity employer.

Applicants with disabilities who need a reasonable accommodation to participate in the recruitment and/or selection process should contact Human Resources.

The City of Canby prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, age, religion, gender, sexual orientation, ability, family or parental status, or any other status protected by state and federal law.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.